Worldwide Recruitment Solutions (WRS) delivers workforce solutions to the energy sector on a global scale. Based in the UK, with additional subsidiaries in Ireland, Iraq, Singapore and Uganda, they specialise in renewables, oil and gas, and offshore projects.

Supplying these industries with skilled talent means tapping into an international network of contractors, and providing an end-to-end service that goes far beyond traditional recruitment. Unlike simpler sectors, where headcount and timesheets might coexist within the same unit, WRS’ clients have specific requirements that need careful attention to detail.

So when it came to scaling, CEO Mark Brown and his team knew they needed to embrace digital transformation – fast.

Managing complex operations

Imagine the complexities involved with delivering the end-to-end mobilisation of a Malaysian contractor working on a Norwegian site for a UK organisation. Now imagine hundreds of other equally complex scenarios, where each client requires a bespoke approach to meet their individual demands. Differing invoice formats and the added challenge posed by those withholding tax requirements is just one of many examples.

This is the WRS way, and their distinct value lies in an all-encompassing solution, taking care of everything from immigration and international payroll tax compliance to timesheets. As a result, their pay and bill reporting system is extremely unique. And with big plans to scale, this would only intensify.

All connected by a web of Excel spreadsheets, pivot tables and other manual input systems, operations were incredibly laboursome and time consuming. It was crying out for a seamless automated network that would enhance their vast and intricate service – and grow it. This is where WRS called on Workr Solutions to support its digital transformation project that would take their internal systems to the next level and automate as much as possible.

Delivering seamless automation

Working closely with Mark and his Financial Controller, Pippa, the Workr Solutions team began by mapping out WRS’ current systems and processes, with honest questioning around the what and why behind them. The aim was to identify efficiency savings prior to driving automation, to maximise the productivity gains from the digital transformation project before recommending the right tools to bring everything together.

Process mapping complete, we began by transferring them from a server-based, static CRM system to cloud software (Bullhorn), and integrating it with tools like DocuSign. This meant that for the 600+ contracts they issue on a monthly basis, they swapped the tedious, to and fro of onboarding documents and certifications, to the simple push of a button.

The aim was to guarantee seamless integration with front and back, so we ensured that the interface between Bullhorn and the chosen middle office platform (InTime) was purpose-configured for WRS. This meant that with all the complexities, from varying payment types and rates to withholding taxes, the CRM was the one source of data minimising duplication of effort.

By automating as much as possible, it frees up the sales team to focus on the bespoke requirements for each client where they can really add value, rather than working with the back office to get pay and invoicing right every month!

Planning future growth

In a matter of months, we took a traditional, labour-intensive back office and rolled out digital transformation that has already increased efficiency within the business by 30%. By working closely with Mark, Pippa and their great sales team, we were able to deliver the project to expected benefits and within the required timeline, including some intensive parallel runs for them to review and sign off. We now continue to support them with their tactical and strategic back-office needs as they extend their international footprint.

This has put WRS in the perfect position in the back office to fulfil their growth plans. The business is projected to increase the number of placements by 50% in 2022, as they embark on expansion schemes in East Africa and the US. Thanks to this digital transformation, every WRS employee and contractor will now share the same user experience, whatever their location.

“He [Yves] was hugely informative. He worked with us on understanding processes, what we were doing, what we ultimately wanted to do, what the opportunity was, and he and his team just brought it all to life for us.” – Mark Brown, CEO at WRS (commenting on his support from Yves Bizimana, MD of Workr Solutions)